Fiscal Year 2012 - 2nd Quarter MAPPs in Executive Review

The following MAPPs have been recommended for review by University of Houston subject matter experts. To review the proposed changes, please select each policy name to view the linked document and send your comments, if any, to palevy@central.uh.edu by Tuesday, May 8, 2012.

The column titled "Proposed Changes" briefly explains the updates that have been submitted. The column titled "Review Comments" indicates the comments/suggestions received during the Campus Review of the policies listed below.
MAPP Number and Name
Proposed Changes Review Comments
MAPP 01.01.01 - Administrative Policies and Procedures Applied revised MAPP template and added new Revision Log. Removed the definition of MAPP in Section II. Replaced the phrase "Business Services" with "University Policies and Procedures" throughout the document. Added "Supported Policy Information" and "Revision Log" to formatting information in Section V. Added note on SME responsibilities for documented review period MAPPs in Section VI.B. Added EVP for Administration and Finance review period before the Campus Review in Section VI.C. The Executive Review period is set to 20 working days in Section VI.D.4. Updated the approval process in Section VI.D.7. Added the review period for the University Coordinating Commission (UCC). Added a note on communication of changes after the Executive Review cycle and sending a finalized copy of the MAPP to the UCC. Approved MAPPs are posted to the MAPP web page in five working days as documented in Section VII.B. The responsible party was changed from the AVP for Finance to the Assistant Vice President for University Services. The review period was changed from every three years on or before August 31st to every three years on or before March 1st. Removed Index terms. This procedure was submitted by University Policies and Procedures for review. Note: The responsible party was changed to AVP for Administration on 03/21/2012.
This MAPP was originally part of the 4th Quarter FY 2011 review cycle, but was removed for further input.

Executive Review Comment: A recent revision in terminology in the document was to change the name of the group that has main responsibility for moving documents through development and review from "Business Services" to "University Policies and Procedures (UPP)." The UPP appears to be a group of employees in Administration and FInance, but it is not entirely clear to whom it reports, and the name leads to confusion in reading the document.
Response: Changed the title from University Policies and Procedures (UPP) to University Policies and Procedures Coordinator for clarity. This position reports to the Executive Vice President for Administration and Finance for MAPPs and SAMs.

Executive Review Comment: A more serious problem with the document is the presentation of the time line in Section IV. The committee suggests that a flow chart be provided in the document.
Response: A link has been added in Section IV and in Section XII for the MAPP Review Flowchart.

After Executive Review: Added AVP for Finance to Responsible Party, along with AVP for Administration.
Response: Changes applied.
MAPP 01.02.01 - Business Administration Applied revised MAPP template and added new Revision Log. Added information to Sections II.B.1 and II.B.2 on the order of reporting for business administrators. In Section II.B.3, removed the chief business administrator for the President from reporting to the EVC for Finance and Administration through the chief business administrator for the Administration and Finance Division. In Section II.B.4, changed the reporting mechanism to Athletic Director and EVP for Administration and Finance through the chief business administrator for the Chancellor/President's Division. This procedure was submitted by the Executive Vice Presdient for Administration and Finance (A&F) for review. Note: Removed the word "both" from Section II.B.2 on 03/21/2012.

Campus Review Comments: We would like to voice our strongest opposition to Sections B.2 and C.2 of proposed MAPP 01.02.01 which changes the direct reporting line of the College Business Administrators from their Dean to the Academic Affairs Business Administrator.
While CBAs have a "dotted" line to the Academic Affairs Business Administrator, the primary or direct reporting line has been and should absolutely remain the Dean of the College. Under the proposed changes in Section B.2 and C.2, who would be the decision maker for the hiring, performance evaluation, and if necessary, termination decision of the CBA? Who decides the CBA's priorities, the working relationships in the college, the level of staffing in support of the business administration functions? Who decides whether the CBA has responsibilities for supervision of these staff or other college administrative staff and who approves/authorizes changes or actions regarding any position reporting to the CBA? Does the Academic Affairs business administrator then logically have responsibility for the CBA support staff or any other staff reporting directly to the CBA? Who pays the salary of the CBA and who makes salary administration decisions such as merit increases for the CBA?
To my knowledge, this was not discussed with the Deans and certainly no rationale or problems have been brought forth which would warrant such a change. I personally see no positive outcomes which could not be achieved in another way if there are indeed such issues which have not been brought forth to the Deans.

Response: Dr. Carl Carlucci's response to this concern can be found here.


Campus Review Comments: A clarification is needed between "Chief Business Administrator" and College/Division Administrators (CDAs).
Response: The Chief Business Administrator will handle reporting requirements such as contracts, purchasing, and documentation transactions.
MAPP 02.01.02 - Classification of Staff Jobs Updated the Revision Log. Removed Index Terms. This MAPP is being submitted for review and approval to remove the Interim designation. See Revision Log on Page 8 for more information on Interim changes. This procedure was submitted by University Policies and Procedures to remove Interim designation. MAPP 02.01.02 was part of the Texas Workforce Commission Audit as an Interim procedure (04/2011). This is the first full review cycle for MAPP 02.01.02 since 11/30/2006.
After Executive Review Cycle (01/03/2013): HR will begin putting updated (date) information on electronic job descriptions on the HR web site.
MAPP 02.04.01 - Employee Grievances Updated the Revision Log. Removed Index Terms. This MAPP is being submitted for review and approval to remove the Interim designation. See Revision Log on Page 6 for more information on Interim changes. This procedure was submitted by University Policies and Procedures to remove Interim designation. MAPP 02.04.01 was part of the Texas Workforce Commission Audit as an Interim procedure (03/2011). This is the first full review cycle for MAPP 02.04.01 since 11/30/2006.

Campus Review Comments: Corrected Name for Equal Employment Opportunity Services in Section I. Changed appeal panel numbers in Section II.H. Added information on the appeal panel process in Section IV.2.j. Added Section IV.E.3 on cabinet officer actions.
Response: Changes applied.

Executive Review Redlines: Legal Counsel and Human Resources redlined MAPP 02.04.01. Removed Cabinet Officer and Grievable Action from Section II; added Grievant. Removed Formal and Informal Grievance Processes. Added Section III on three levels of grievance process. Added Section III.D on Non-Disciplinary Terminations. Added Hearing Panel Review procedure in Section IV.C. Added Vice President Actions to
Section IV.C.4. Added Section V, Policy Timelines.
Response: Changes applied.

Executive Review Comment: Add a performance evaluation (E-Performance) as a grievable action.
Response: Added to Level 1 of grievance process, in Section II.D.
MAPP 02.04.07 - Ethical Conduct of University Employees Hyperlinks were corrected throughout the procedure due to BOR relocation of policies. Removed Section XI, Indexing Terms. Removed #12 from Addendum A, which is not a part of BOR Policy 57.08 and Texas Government Code Section 572.051. This procedure was submitted by University Policies and Procedures to remove Interim designation and the Internal Auditing Department to remove errors. MAPP 02.04.07 was part of the Texas Workforce Commission Audit as an Interim procedure (05/2011). This is the first full review cycle for MAPP 02.04.07 since 09/15/2004.

Campus Review Comment: Please add SAM 01.G.01, Sponsored Research Activities, to Section XI, References.
Response: Changes applied.

Executive Review Questions: Throughout the document, the word "university" should be capitalized when it refers specifically to the University of Houston.
Response: According to current MAPP and SAM standards, "university" may be lowercase to reference University of Houston. It is uppercase when referencing the university directly.

In Section VI, subheadings E and I, the word "insure" should be "ensure."
Response: Changes applied.

In the Revision Log on Page 6, the content regarding Revision 2 is incorrect. The description of sanctions/failure to comply is in Section VIII rather than Section VI.H.
Response: In an earlier review cycle, information was added to change the numbering system. Also, the administrative action for sanctions is cited in Section VI.I.
MAPP 03.05.01 - Posting Flyer Information on Outside University
Kiosks
Hyperlinks were corrected throughout the procedure due to BOR relocation of policies. Removed Section XI, Indexing Terms. Removed #12 from Addendum A, which is not a part of BOR Policy 57.08 and Texas Government Code Section 572.051. This procedure was drafted by Facilities Management for review. This is a New MAPP Procedure.
Campus Review Comment: In Section I, Purpose and Scope, the term "recognized" should be "registered." We refer to student organizations at UH as registered student organizations, not recognized student organizations.
Response: Changes applied.

Executive Review Comments: The Office of Legal Counsel made changes throughout the procedure for better clarity. In addition, the sign on the kiosks is being changed to "Cougar Postings."
Response: Changes applied.
MAPP 04.03.01 - Service Center and Auxiliary Purchases Applied revised MAPP template and added new Revision Log. Added a note to
Section V.B. concerning the use of the federal recovered cost account for federal funds. Updated the reference title for
MAPP 03.01.01. This procedure was submitted by the Offices of Finance and Procurement for review.
MAPP 05.01.01 - Cash Handling Applied revised MAPP template and added new Revision Log. Added "account" to reference deposits in Section IV.C.2. In Section IV.J, payment to a student's account via non-sufficient fund (NSF) check is posted to the student's account as an NSF check. In Section V, added documentation on deposits of credit card sales to be recorded on a journal within 24 hours. This procedure was submitted by the Offices of Finance and Accounting for review. Campus Review Comments: Remove requirement for handling cash procedures annually in Section IV.C. In Section IV.F, provided redlines on academic changes being handled by Student Financial Services. In Section IV.H, changed the bank bag references to "tamper evident." Removed Section IV.M.
Response: Changes applied.

Executive Review Comments: Information added by the Office of Legal Counsel to Sections II, V.A.c., and V.A.d; added Section V.B.2 and removed V.B.4.
Response: Changes applied.
MAPP 05.02.03 - Expenditure Reallocation and Correction Applied revised MAPP template and added new Revision Log. Changed Form Submittal for payroll expenditure correction from Payroll to General Accounting in Section II. Added information to Section IV.D on state-appropriated cost center transactions to be processed by voucher or payroll reallocation. Added information on extended time frames for the Office of Contracts and Grants to Section IV.E. Added hyperlinks for documentation. This procedure was submitted by the Offices of Finance and Accounting for review.
MAPP 08.01.01 - Sponsored Research Activities Applied revised MAPP template and added new Revision Log. Added information to Section II.A on complying with all regulations from state and federal funding agencies. Added hyperlinks where appropriate. Changed the title for the VC from Research and Intellectual Property Management to Research and Technology Transfer. This procedure was submitted by the Office of Research and Technology Transfer for review.
MAPP 12.02.01 - Data Coordination, Verification and Submission to the Office of Institutional Research (IR) Applied revised MAPP template and added new Revision Log. Added hyperlinks to Section I. Added a paragraph to Section I addressing IR's use of data for various goals, and importance of the data's accuracy. Section II was revised to address IR's responsibilities and removing the enrollment period requirements, and removing the training provided by the Office of Academic and Institutional Information. This procedure was submitted by the Offices of Institutional Research and Academic Affairs for review. Executive Review Comment: I want to clarify that by federal law, our office submits daily reports by batch and by RTI to the Student and Exchange Visitor Information System (SEVIS) of the US Department of Homeland Security and US Department of State. We also provide reports concerning international students and scholar data to entities such as the Institute of International Education. We obtain our student data from IR. Another question: On the top of Page 2, it states "Each college will designate an IR data coordinator and notify IR of their designation." Is this strictly referring to colleges, or is this also required for departments such as the International Student and Scholar Services Office?
Response:There are many offices at UH with reporting requirements that are legally or otherwise appropriately answered by the office directly. Institutional Research is generally responsible for the reporting of accurate data for the university. In many cases, this means we do the reporting ourselves, and in other cases it means we are expected to review data, identify issues, and generally provide support to other offices generating and submitting data that is accurate and that ties to other official data of the university.
The International Student and Scholar Services Office is not a college, so it is not expected to identify a data coordinator.


*Please note that the policies contained in this section are not official.  The changes have been submitted to the University Policies and Procedures and are currently under review.  To view official Manual of Administrative Policies and Procedures documentation go to http://www.uh.edu/policyservices/mapp/.





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Policies and Procedures Coordinator
Kathleen Milford
713-743-6885

uhpolicies@uh.edu